X12 850 Purchase Order
This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Transaction Set (850) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the placement of purchase orders for goods and services. This transaction set should not be used to convey purchase order changes or purchase order acknowledgment information.
- ~ Segment
- * Element
- > Component
- ^ Repetition
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
Code identifying the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00501
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Interchange Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested (TA1)
Code indicating whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- PO
- Purchase Order (850)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission; codes agreed to by trading partners
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Assigned number originated and maintained by the sender
Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
- 005010
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 850
- Purchase Order
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Segment for Purchase Order
To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 00
- Original
- 05
- Replace
Code specifying the type of Purchase Order
- CP
- Change to Purchase Order
- NE
- New Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BEG05 is the date assigned by the purchaser to purchase order.
Purchase Order Date
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- AC
- City and State
A free-form description to clarify the related data elements and their content
Code identifying type of location
- FOB06 is the code specifying the title passage location.
- AC
- City and State
- CA
- Country of Origin
- CC
- Country
- CI
- City
- CO
- County/Parish and State
- CS
- Canadian SPLC
- CY
- County/Parish
- DC
- Distribution Center Number
- DE
- Destination (Shipping)
- FA
- Factory
- FE
- Freight Equalization Point
- FF
- Foreign Freight Forwarder Location
- MI
- Mill
- NS
- City/State from Points
- OA
- Origin (After Loading on Equipment)
- OR
- Origin (Shipping Point)
- OV
- On Vessel (Free On Board [FOB] point)
- PB
- Port of Discharge
- SP
- State/Province
- TL
- Terminal Cargo Location
- WH
- Warehouse
A free-form description to clarify the related data elements and their content
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
A free-form description to clarify the related data elements and their content
Do Not Deliver After
To specify pertinent dates and times
Do Not Deliver Before
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
If your data system allows only one date, you must map this date
- 064
- Do Not Deliver Before
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
The N9 Loop is optional, but if there is an N9, there will be one or more MSG segments.
Extended Reference Information
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- L1
- Letters or Notes
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Always “LETTERS OR NOTES”
Party Identification
To identify a party by type of organization, name, and code
When used the N1_ST ship to location code will contain the pass through (cross dock) warehouse location id. When used in place of SDQ segments, it is required to send this code back with all responding documents. (810, 855)
Code identifying an organizational entity, a physical location, property or an individual
- Z7
- Mark-for Party
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Required for Z7
Party Identification
To identify a party by type of organization, name, and code
Contains the Rural King assigned supplier site ID.
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Rural King assigned Supplier Site ID
Party Identification
To identify a party by type of organization, name, and code
For cross dock orders this segment will contain the DC/warehouse location code.
For direct to store or direct to warehouse orders, this segment will contain the store number or DC location code.
For allocation or split orders, the N1 “ST” segment will not be sent. The store and DC/warehouse location codes will instead be sent in the detail SDQ destination quantity segments.
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Required for ST
Party Location
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
If a Product/Service ID Qualifier is present, a Product/Service ID is required. A Product/Service ID must have a valid Product/Service ID Qualifier
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Numeric value of quantity
- PO102 is quantity ordered.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Price per unit of product, service, commodity, etc.
Quantity Cost (by unit)
Code identifying the type of unit price for an item
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PO106 through PO125 provide for ten different product/service IDs per each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- CB
- Buyer's Catalog Number
- IN
- Buyer's Item Number
Identifying number for a product or service
Buyer’s Item Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
Vendor Item Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- UCC - 12
Identifying number for a product or service
U.P.C. Consumer Package Code
Product/Item Description
To describe a product or process in coded or free-form format
Code indicating the format of a description
- If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
- F
- Free-form
A free-form description to clarify the related data elements and their content
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Pack Size
The number of eaches per inner container
Component Pack Quantity
Alphanumeric characters assigned for differentiation within a transaction set
- PO416 is the package identifier or the beginning package identifier in a range of identifiers.
Pack ID
Destination Quantity
To specify destination and quantity detail
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Code designating the system/method of code structure used for Identification Code (67)
- SDQ02 is used only if different than previously defined in the transaction set.
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- SDQ03 is the store number.
If the N1 "ST" ship to segment is sent at the header level,
ship the product to that DC location. Use these SDQ identification codes to premark the carton labels. For cross-dock and pass-through purchase order allocations.
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- The number of line items (CTT01) is the accumulation of the number of PO1 segments. If used, hash total (CTT02) is the sum of the value of quantities ordered (PO102) for each PO1 segment.
CTT establishes the total count on items in the specified invoice. If either CTT03 or CTT04 are present, then the others are required.
Total number of line items in the transaction set
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.
-.0018 First occurrence of value being hashed.
.18 Second occurrence of value being hashed.
1.8 Third occurrence of value being hashed.
18.01 Fourth occurrence of value being hashed.
18E2 Fifth occurrence of value being hashed.
1873 Hash Total
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Assigned number originated and maintained by the sender
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
Sample from Rural King 1
GS*PO*SENDERGS*RECEIVERGS*20231120*041208*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*260001**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N1*SF*Ship From Name*92*2889700001~
N1*ST*Store# 65*92*65~
PO1*1*2100*EA*195.50**CB*27120018~
PID*F****LED MOTION LIGHT 2000 LUM WHT~
CTT*1*2100~
SE*12*000000001~
GE*1*000000001~
IEA*1*000000001~
Sample from Rural King 2
GS*PO*SENDERGS*RECEIVERGS*20231120*041216*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*265002**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N1*SF*Ship From Name*92*2889700001~
N1*ST*Warehouse# 899*92*899~
PO1*1*330*EA*195.50**CB*27120018~
PID*F****LED MOTION LIGHT 2000 LUM WHT~
PO1*1*660*EA*195.50**CB*27120017~
PID*F****LED MOTION LIGHT 2000 LUM BRZ~
CTT*2*1980~
SE*14*000000001~
GE*1*000000001~
IEA*1*000000001~
Sample from Rural King 3
GS*PO*SENDERGS*RECEIVERGS*20231120*041226*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*26000A-899**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N1*SF*Ship From Name*92*2889700001~
PO1*1*330*EA*195.50**CB*27120018~
PID*F****LED MOTION LIGHT 2000 LUM WHT~
SDQ*EA*92*899*110*910*110*1080*110~
PO1*1*660*EA*195.50**CB*27120017~
PID*F****LED MOTION LIGHT 2000 LUM BRZ~
SDQ*EA*92*899*220*910*220*1080*220~
CTT*2*1980~
SE*15*000000001~
GE*1*000000001~
IEA*1*000000001~
Sample from Rural King 4
GS*PO*SENDERGS*RECEIVERGS*20231120*041235*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*26000A-899**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N1*SF*Ship From Name*92*2889700001~
PO1*1*330*EA*195.50**CB*27120018~
PID*F****LED MOTION LIGHT 2000 LUM WHT~
SDQ*EA*92*65*110*899*110*05*110~
CTT*2*1980~
SE*12*000000001~
GE*1*000000001~
IEA*1*000000001~
Sample from Rural King 5
GS*PO*SENDERGS*RECEIVERGS*20231120*041246*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*260001**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N9*L1*LETTERS OR NOTES~
MTX**THIS IS A PASS THROUGH ORDER. PLEASE SHIP TO THE HEADER LEVEL
N1 ST SHIP TO N1-04 ELEMENT DC LOCATION. PLEASE ADD THE STORE
NUMBERS FROM THE SDQ LINE ITEM SEGMENTS TO THE CARTON LABELS.~
N1*SF*Ship From Name*92*2889700001~
N1*ST*Warehouse# 899*92*899~
PO1*1*2100*EA*195.50**CB*27120018~
PID*F****LED MOTION LIGHT 2000 LUM WHT~
SDQ*EA*92*65*1000*66*1000*67*100~
CTT*1*2100~
SE*15*000000001~
GE*1*000000001~
IEA*1*000000001~
Sample from Rural King 6
GS*PO*SENDERGS*RECEIVERGS*20231120*041256*000000001*X*005010~
ST*850*000000001~
BEG*00*NE*325011**20200923~
CUR*BY*USD~
ITD************60~
DTM*064*20200923~
DTM*063*20200923~
N1*SF*Ship From Name*92*2889700001~
PO1*1*18*EA*17.01**CB*27120100~
PID*F****LED ACCENT STRING LIGHTS 2400L ~
SDQ*EA*92*898*9*899*9~
CTT*2*1980~
SE*12*000000001~
GE*1*000000001~
IEA*1*000000001~
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